STREAM 1: Administrative Officer - STREAM 2: Executive Assistant

Important messages

ONLY APPLICATIONS SUBMITTED ON-LINE USING THE 'APPLY ON-LINE' BUTTON ABOVE WILL BE CONSIDERED.

Duties

Streams 1&2:

•Providing administration and financial support by organizing and coordinating meetings in a team environment.
•Providing guidance and recommendations to maintain support services for spending and financial planning.
•Supporting Human Resources transactions by facilitating the preparation of staffing requests; support of various HR transactions; update organization charts and managing other associated administrative requests.
•Support of day to day administrative functions in an office.
•Guide and support staff on administrative and financial processes and procedures.
•May utilize HR software suites for scheduling purposes


Stream 1 (Administrative Officer):

•Managing payment processes in SAP for accounts payable (such as travel, contracts, Government of Canada Acquisition Card transactions, Internal Settlements transactions).
•Managing accounts receivable (sales invoices), journal vouchers and financial plan adjustments.
•May include supervision.

Stream 2 (Executive Assistant):

•Managing email, calendar and correspondence for executive level management.
•Arranging meetings, taking minutes and providing logistical support for event conference.
•Arranging travel for executive level management.
•Providing support in the monitoring of budgets.

Intent of the process

Please note, the intent of this selection process is to staff a few positions with various tenures and language requirements in the following locations: Ottawa, ON; Burlington, ON; Saskatoon, SK; Yellowknife, NT; Edmonton, AB; Richmond, BC; Winnipeg, MB; Dartmouth, NS; Toronto, ON; Gatineau, QC; Montréal Island, QC. A pool of qualified or partially qualified candidates may be established and may be used to staff similar positions at Environment and Climate Change Canada with various linguistic profiles and/or requirements, various security requirements, as well as tenures (Indeterminate, Term, Deployment ,Acting, Assignment and Secondment) across Canada.

Positions to be filled: Number to be determined

Information you must provide

Your résumé.

You must meet all essential qualifications in order to be appointed to the position. Other qualifications may be a deciding factor in choosing the person to be appointed. Some essential and other qualifications will be assessed through your application. It is your responsibility to provide appropriate examples that illustrate how you meet each qualification. Failing to do so could result in your application being rejected.

In order to be considered, your application must clearly explain how you meet the following (essential qualifications)

EDUCATION (BOTH STREAMS)

A secondary school diploma or employer-approved alternatives.

Note:
The employer-approved alternatives to a secondary school diploma are:
-A satisfactory score on the Public Service Commission test approved as an alternative to a secondary school diploma; or
-An acceptable combination of education, training and/or experience.

Degree equivalency

EXPERIENCE (BOTH STREAMS)

EXP.1-**Recent experience in coordinating administrative activities in a client service environment.
EXP.2-**Recent experience utilizing computer software including Microsoft Office Outlook, Word and Excel.

The following will be applied / assessed at a later date (essential for the job)

Various language requirements
This selection process may be used to staff similar positions with linguistic profiles such as Bilingual BBB/BBB, CBC/CBC or CCC/CCC as well as English Essential or French Essential.

An optional self-assessment of your writing skills is available for you to take in order to assess your second official language.
For more information, please consult the following link:
Unsupervised Internet Test of Second Language Writing Skills:
https://www.canada.ca/en/public-service-commission/services/staffing-assessment-tools-resources/human-resources-specialists-hiring-managers/unsupervised-internet-testing/unsupervised-internet-test-second-language-writing-skills.html

***For consultation, please copy the link and paste it into your browser.

Information on language requirements

EXPERIENCE (STREAM 1)

EXP.3-**Recent experience in providing administrative support services and budget administration.
EXP.4-**Recent experience in generating and analyzing financial reports.

EXPERIENCE (STREAM 2)

EXP.5-**Recent experience in coordinating correspondence, emails, procedures and taking minutes of meetings.
EXP.6-**Recent experience in the management of emails, calendar, booking and organization of meetings and events, as well as travel organizations for Executives or Senior Management Level.
______________________________________________________
DEFINITION:

** Recent experience means having performed activities within the past four to five (4 to 5) years.

KNOWLEDGE (BOTH STREAMS)

K.1-Knowledge of budgeting and financial reporting.
K.2-Knowledge of the Financial Administration Act.
K.3-Knowledge of the Treasury Board Travel Directive.

COMPETENCIES (BOTH STREAMS)

C.1-Adaptability
C.2-Interpersonal Skills
C.3-Client Focus
C.4-Initiative

ABILITIES

Ability required for stream 1:
A.1-Ability to interpret and provide guidance on financial procedures.

Abilities required for both Stream 1 & 2:
A.2-Ability to communicate effectively in writing.
A.3- Ability to communicate effectively orally.
A.4-Ability to coordinate meetings with virtual teams.

The following may be applied / assessed at a later date (may be needed for the job)

EDUCATION - ASSET (BOTH STREAMS)

AEDU.1-Graduation with a degree from a recognized post-secondary institution with acceptable specialization in accounting, business administration, commerce, finance or some other specialty relevant to the position.

Degree equivalency

EXPERIENCE - ASSET (BOTH STREAMS):

AEXP.1-***Recent experience in providing support services in the field of human resources.
AEXP.2-***Recent experience working the financial accounting software SAP.
AEXP.3-***Recent experience working with Microsoft Office OneNote.
AEXP.4-***Recent experience in providing contracting and procurement support services.
AEXP.5-***Recent experience in using the Shared Travel Services (STS) – HRG software system.
AEXP.6-***Recent experience with electronic and/or paper record and document management services.
AEXP.7-***Recent experience supervising employees.
____________________________________________________
DEFINITION:

***Recent experience means having performed activities within the past two to three (2 to 3) years.

Conditions of employment

Reliability Status security clearance - Some positions may require Secret Clearance

Willing and able to work overtime
Willing and able to travel

Other information

ONLY APPLICATIONS SUBMITTED ON-LINE USING THE 'APPLY ON-LINE' BUTTON ABOVE WILL BE CONSIDERED.

As Environment Canada is striving to achieve a truly diversified and representative workforce, Environment Canada will make every reasonable effort to accommodate the needs of its employees and candidates. Should you require any accommodations during the selection process, please do not hesitate to contact the HR Advisor of this process.

Environment Canada is committed to having a skilled and diversified workforce representative of the population we serve. To achieve employment equity goals, selection may be limited to candidates selfidentifying as belonging to one of the following Employment Equity groups: Aboriginal peoples, persons with a disability,visible minorities and women.

Communication will be by electronic mail, therefore, all applicants who apply to this selection process must include in their application a valid email address and make sure that this address is functional at all times and accepts message from unknown users.

Asset qualifications could be used at the screening stage. Please ensure that your resume clearly indicates how you meet each of assets qualifications (education and experience), if applicable. A person may be appointed even though he/she does not meet any or all of the asset qualifications. However, it may be a deciding factor in choosing the person to be appointed.

Reference checks may be sought.

An interview may be administered.

A written examination may be administered.

A practical test may be administered.

Candidates must meet the essential qualifications to be appointed to a position.

Achieving the pass mark is not a guarantee of appointment or to be called to a subsequent step of the process; management could use top-down or random selection approaches to manage the assessment process.

Candidates may be required to meet the asset qualifications or the organizational needs, depending on the requirements of the specific position being staffed.

Candidates with foreign credentials must provide proof of Canadian equivalency. Consult the Canadian Information Centre for International Credentials for further information at www.cicic.ca

The Public Service of Canada recognizes that the diversity of its employees' population contributes to its strength and integrity. We are committed to achieving employment equity and developing a highly capable workforce that is representative of Canadian Society. We therefore encourage women (especially in nontraditional occupations), Aboriginal peoples, persons with disabilities, and members of visible minority groups to apply and declare themselves as part of one or more of the above mentioned Employment Equity Designated Groups.

Acknowledgment of receipt of applications will not be sent; we will contact candidates when the screening process is completed.

Please identify clearly your substantive group and level and your employment status on your resume and/or application form.

Persons are entitled to participate in the appointment process in the official language of their choice. Applicants are asked to indicate their preferred official language in their application.

In the case of an acting appointment, the Public Service Employment Regulations enables the organization to exclude the appointee from respecting official language proficiency when the department is unable to fill the position with an appointment of a person who meets the language proficiency qualification. Therefore, we would encourage all to apply, in the event the organization is unable to fill the position with an appointment of a person who meets the language proficiency, others may be considered. An assignment or an acting appointment is a temporary resourcing option. The approval of your substantive supervisor may/will be required before an offer can be made.

An assignment/secondment or an acting appointment is a temporary resourcing option. The approval of your substantive supervisor may/will be required before an offer can be made.

The Public Service of Canada is committed to building a skilled, diverse workforce reflective of Canadian society. As a result, it promotes employment equity and encourages candidates to indicate voluntarily on their application if they are a woman, an Aboriginal person, a person with a disability or a member of a visible minority group.

The Public Service of Canada is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to a job opportunity or testing, you should advise the Public Service Commission or the departmental official in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.

Preference

Preference will be given to veterans and to Canadian citizens, in that order.

Information on the preference to veterans

We thank all those who apply. Only those selected for further consideration will be contacted.